CERU Patient Flow Administrator

Job overview

We are looking for a Band 4 Patient Flow Administrator to oversee the Patient Journey from referral to point of discharge from the Unit.

CERU is based in The Leamington Hospital. You will be part of dynamic team of clinicians and administrative staff working across Allsopp, Chadwick and Feldon. The role is varied, interesting and includes: overseeing the referrals management process for the unit, liaising with patients and their families regarding the patient journey through specialist rehabilitation, and liaising with external agencies to ensure a smooth and timely discharge process.

The successful candidate needs to have competent IT skills, experience of working in a healthcare environment and will have excellent communication skills.

For further information please contact

Denise Dudley, Patient Flow Team Lead 01926 317700 ext 7776 or 7713

Main duties of the job

To provide comprehensive and effective high quality administrative support to the CERU Patient Flow/Resettlement Team.

To be the first point of contact for clients, referring hospitals, Local Authorities, CCGs, staff and patients, responding to both routine and non-routine enquiries concerning admission and discharge.

To produce a number of operational reports related to referrals, bed management and discharge, ensuring accurate, reliable and meaningful data for submission to Commissioners, Trust Board, Divisional and senior clinical teams as well as adhoc requests, including Freedom of Information.

To effectively administer, oversee and maintain the integrity of the department’s range of office systems and processes including the patient pathway.

To assist the CERU Patient Flow/Resettlement Team, Clinical Director and clinical lead nurse in delivering a high standard of specialist care within SWFT.

Detailed job description and main responsibilities

Produces numerous patient flow reports using a variety of complex systems and data collection tools and formulae, ensuring the quality and accuracy of the information included.

To be a pivotal link in the delivery and coordination of the functions of the Single Point of Access on behalf of the Resettlement Coordinators and Clinical Lead Nurse.

To take the lead in the provision of patient flow information data, graphs and reports from a range of systems, including Datix, analyser pivot reports, spread sheets, Lorenzo, patient pathway and other systems as appropriate.

Producing, weekly, monthly, annual and adhoc reports as required.

Review, analyse and respond to enquiries relating to patient flow (referral to discharge).

Create spreadsheets for numerical data to support existing database systems.

Responsible for ensuring reports are received and distributed to appropriate persons within agreed deadlines.

Provide patient flow information data, graphs and reports to Trust Board, Governance, Patient Safety, Quality Improvement, Director, General Manager and Matrons, Freedom of Information and any adhoc report requests.

To take the lead on data quality and systems integrity and consistency across the patient flow systems, analysing, reviewing and working with system providers/Data Analyst within the team to manage and modify appropriately.

Coordinates appropriate patient flow meetings on behalf of the patient flow team.

To manage the progression of the action plans from complex discharge or other relevant patient flow analysis reports, collating evidence and liaising with Governance, senior managers and other staff within agreed timescales.

Supporting the patient flow team in managing patient flow projects, incidents and investigations.

Responsible for delivering Datix reports relating to patient flow to Resettlement Lead.

Responsible for uploading data and generating reports to the Pathway data base or relevant data and generating reports

Works independently to develop quality measures, such as audit, quality checking tools and analysing data.

Leads with the development of audit forms and plans on an adhoc basis for individual ward areas to meet their requirements.

Develops and undertakes audits, for all routine aspects of the Patient Flow/Resettlement service, for inclusion in Quality reports at Board level.

Coordinates MDT and Patient Flow/Resettlement meetings, prepare agendas, and transcribes formal minutes, circulating and supporting papers in line with agreed protocols.

Independently manages own workload in line with the team, requiring frequent adjustment of plans and ensuring that agreed deadlines are adhered to.

Plans and organises Patient Flow/Resettlement team diary.

Responsible for organising study days, coordinating agendas with external speakers and room bookings.

Assists with the development of Patient Flow/Resettlement documentation, including protocols and policies and Acute Trust Care records, producing it accurately and professionally in line with corporate style. Checking and editing documents as required, ensuring accuracy.

Responsible for managing appropriate stock levels for both clinical supplies and office stationary items.

Manages the information contained on the CERU website relating to admissions and discharge, patient flow/resettlement to maintain the integrity, accuracy and relevance of the information included in line with corporate style.

Ensures that adequate levels of teaching materials are available when required including teaching packs when needed.

Maintains records of training held, attendance, feedback and dissemination to appropriate departments.

Gives advice and support to colleagues re data and administration issues.

Works alongside the Patient Flow/Resettlement team in a clinical environment assisting with admissions and patient flow/resettlement.

Evaluates own area of work and proposes improvements

Assists in basic training and education at ward level

Communications and Working Relationships:

To work as part of a team to support the delivery of the service

To work closely with Data Analyst in Patient Flow/Resettlement team

First point of contact for staff, outside agencies and service users giving non clinical advice, responding to queries and advising further points of contact using verbal and written communication

Be involved in conversations with patients and carers that may sometimes be emotional, difficult and sensitive.

Assists with the development and publication of team newsletters and promotional materials.

Communicates with Patient Flow/Resettlement team giving advice and guidance on systems and reports relating to the Datix database and report writing.

Liaises with SPA, senior team with regard to queries on reports and data.

Communicates with senior staff disseminating complex information, reports and outcomes of meetings.

Communicates with Clinical Lead Nurse, Ward Managers and staff to maintain and manage key contact list with referring hospitals and establishments as well as Local Authorities, CCGs and advocates.

Communicates appointment and admission information in relation to patients/clinics